EEC_PWS_2018_Amend_1.pdf

Performance Work Statement (PWS) Oregon Service Member and Family Employment and

Education Program FY18

Vision Statement 1 Introduction

1.1 Mission

1.2 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Administration and Management

2.3.1 Contract Management

2.3.2 Contract Administration

2.3.3 Personnel Administration

2.3.4 Removal of Personnel

2.3.5 Employment and Staffing

2.3.6 Contractor Employee Qualifications

2.3.6.1 Qualifications Requirements

2.3.7 Exempt Professional Employees

2.3.8 Combating Trafficking in Persons

2.3.9 Contractors responsibility

2.3.10 Monthly Hour / Expense Reporting

2.4 Subcontract Management

2.5 Contractor Personnel, Disciplines, and Specialties

2.6 Hours of Work

2.6.1 Facility Closures

2.7 Travel / Temporary Duty (TDY)

3 Performance Requirements

3.1 Develop and utilize a tracking system, client record, and a summary report for clients

3.2 The Contractor shall identify client employability status and develop individualized plan to strengthen the individual’s career and employment opportunities

3.3 The Contractor shall identify client educational needs to develop an individualized plan to strengthen the individual’s education and career path

3.4 Advertising Employment and Education Outreach efforts

3.5 The Contractor shall perform the following in support of Task: 3.1, 3.2, and 3.3.

3.6 Centralized Reporting and Collaboration Tool

3.6.1 Centralized Collaboration Tool Performance Requirements 4 Special Requirements

4.1 Security and Safety

4.1.1 Safety

4.1.2 Confidentiality

4.1.3 Personal Information

4.1.4 Identification of Contractor Employees…………………………………………………………………

4.2 Transition

4.3 Government Furnished Materials

4.4 Quality

4.4.1 Quality Control

4.4.2 Data Rights

4.4.3 Quality Assurance Surveillance Plan (QASP)

4.5 Contractor Manpower Reporting Application (CMRA)………………………………………………….

5 Deliverables 6 Related Documents…………………………………………………………………………………………..

7 Acronyms List

Performance Work Statement (PWS) Oregon Service Member and Family Employment and Education Program FY18

Vision Statement

The Oregon Employment and Education Outreach Program functions to assist Reserve Component Service Members, Veterans, and their Families with employment and educational needs.

1 Introduction In general, the contractor shall be able to provide all labor, tools, supervision, materials, events, training, tracking, reporting and equipment to support the listed services. Assistance in the development and implementation of outreach services for military personnel entering / re-entering the civilian community with concentration on education and employment opportunities. Network with the local government and other agencies and disseminate this information to the appropriate Veterans and / or Service Members.

Provide career support to include career assessment, resume writing, interview skills coaching and identification of employment barriers. Participate in Yellow Ribbon events for the Oregon National Guard;

identify educational and employment needs of Service Members and their Families within each geographic area. Provide reports back to the Oregon National Guard to include but not limited to pre-employment and educational progress, special focus is on the status of unemployed Service Members deployed since 2003 to capture information on their progress regarding employment and education.

1.1 Mission

The Oregon National Guard Service Member and Family Support Directorate (SMFS) has a requirement for contractor support to manage all aspects of a Reserve Component Employment and Education Outreach program designed to identify Service Members, Veterans and their Families eligible for support and provide them with information on available benefits and connect them with sources of support / services. The Contractor shall perform all functions necessary to develop and implement programs to identify and support the employment and educational needs of Service Members and Family Members.

Contractor shall also inform and educate them on available programs at the national, state and local levels and develop information on improving program effectiveness and offerings. Special emphasis is on gathering information on effectiveness of the program to include: trend analysis, needs assessment surveys and summary reports.

1.2 Scope

The Oregon National Guard has the requirement to provide face to face education and employment services to primarily Reserve Component Service Members and their families with secondary focus on Veterans of all branch services within the state of Oregon. The Service Member Family Support division had divided Oregon into 7 regions (shown in the attached regional Family Assistance Support map).

Among the 7 regions there are 7 regional headquarters (HQ): Albany, Salem, Portland Metro, La Grande, Springfield, Medford and Bend. Additional high population areas of consideration are: Clackamas, Hillsboro, Kamath Falls, Pendleton, Ontario, Astoria, and Coos Bay. The desired outcome is providing assistance in gaining meaningful employment and/or further education with the means to track client interaction and results. This contract will cover the Oregon National Guard with a force of approximately 7,862. It will further cover the personnel from Active and Reserve Components to include the Army and Army Reserve (927), the Marine Corps and Marine Corps Reserve (486), Air Force and Air Force Reserve (215), the Coast Guard and Coast Guard Reserve (1,132) and Navy Reserve (459). There is an estimated client population of 21,789 men and women serving the State of Oregon, the United States of America and their families. (We are using a factor of 1.98 per service member to estimate the total client population that includes families and retirees.)

2 General Requirements This PWS conveys the basic requirements, performance standards and assessment measures.

Performance standards, when stated in the PWS, provided a general basis for measuring the performance for each requirement.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.2 Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement.

The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management, and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at place of performance as specified in the contract and the contractor's corporate offices. The contractor shall provide management of subcontracts so as to ensure transparency of services to the Government; this includes timely payment of sub-contractors and organic personnel, which is the singular responsibility of the contractor. The Contracting Officer Representative (COR) shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the Contracting Officer (KO). The COR shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall designate and maintain a single point of contact between the Government and Contractor personnel assigned to support the contract. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Removal of Personnel

The Government reserves the right to require the contractor to remove contractor employees at any time due to violation of law, regulation or imminent danger to government employees, facilities or interests.

The contractor is responsible at all times for providing service at the required level and must develop a plan to ensure continuity of services in the event of unexpected departure or removal of contractor personnel.

2.3.4 Employment and Staffing

Employment and staffing difficulties shall not be justification for the contractor’s failure to meet established requirements. If such difficulties impair performance, the contractor may be subject to termination for cause.

2.3.5 Contractor Employee Qualifications

The contractor is responsible for providing a fully qualified work force. The contractor shall employ and utilize only experienced, responsible and capable persons in the performance of work under this contract.

All employees must be citizens of the United States.

2.3.5.1 Key Personnel Qualifications Requirements

The Project Manager is considered a Key Personnel position. Key Personnel required Bachelor’s degree or demonstrated practical experience in the area(s) of expertise required by the technical specifications, as well as a demonstrated capability in program / project coordination applications with two years’ experience. Possess knowledge directly related to the requirements as they relate to the Reserve Components. In addition, the project manager must have team lead or management experience. The project manager cannot be dual hatted. Any replacement to the Project Manager must be approved by the KO.

2.3.6 Exempt Professional Employees

Contractor employees supporting this requirement are identified as professional employees as defined in 29 CFR 541 and are not subject to the requirements of the Service Contract Act of 1965 (FAR Subpart

22.11 Professional Employee Compensation). The Contractor shall ensure the labor categories as defined in the Labor Categories document, labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task.

2.3.7 Combating Trafficking in Persons

The United States Government has adopted a zero tolerance policy regarding trafficking in persons.

Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Governments zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17. Contractor will provide anti human trafficking training in support of this requirement.

2.3.8 Contractors responsibility

The contractor has sole responsibility to supervise, remove, replace, discipline or approve leave for its employees. In the event that an employee is removed or replaced, the contractor shall notify the COR whenever changes are proposed. If the employee being replaced is key personnel, it must be approved by the KO.

2.3.9 Monthly Hour / Expense Reporting

The Contractor shall itemize monthly costs, breaking down hours worked and travel expenses. The contractor shall organize this information by CLIN and shall differentiate tasking costs individually and separately to facilitate cost monitoring. The report shall include costs incurred through the calendar month prior to the report. This report shall be submitted with the invoice.

2.3.10 Post Award Conference/Periodic Progress Meetings

The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the KO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

2.3.11 Phase In / Phase Out Period

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the thirty (30) day Phase In/ Phase Out periods. During the Phase In period, the Contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. In the event that a potential OCI is identified, the prime contractor is responsible for immediately preparing and submitting to the KO for approval, and adequate mitigation plan. Contractors may add subcontractors to their team after notification to the PCO or COR.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Hours of Work

The contractor shall provide services between the core hours of 8:00 am to 4:30 pm Monday thru Friday.

Flexibility in schedule is required to accommodate meetings with program participants, scheduled outreach events and drill weekends. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. The ten (10) federal holidays are to be observed and do not require staff to respond (New Year’s Day, Martin Luther King Jr, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day). When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. The Government shall not be liable for overtime hours incurred in excess of the aforementioned minimum coverage. Travel throughout Oregon is required.

2.6.1 Facility Closures

When an unforeseen Government facility closure occurs on a scheduled day of work, the Contractor shall not be required to perform any services on the day of the closure and shall receive no payment (unless the KO designates the services as essential during the time of facility closure). In the event of a partial day unforeseen Government facility closure, the Government will notify the Contractor within one hour after notification of the facility closure is received. Payment of a partial day closure will be made for the actual time worked.

2.7 Travel / Temporary Duty (TDY)

Travel to other government facilities and to client meetings at a variety of locations, to include travel to outlying areas, in the state shall be required.

Estimated travel mileage/events per year

Region City Total Mileage estimated per Region

Estimated number of nights of lodging for events outside 50 radius of duty location

Region 1 Salem 5860 22 Region 2 and Region 4 Portland 16,624 36

Region 3 La Grande 5320 12

Region 5 Springfield 6847 20

Region 6 Medford 4500 10

Region 7 Bend 4500 10 Program Manager Oregon 4500 10

120 possible nights of lodging

3 Performance Requirements The following section specifies the Performance Objectives, Performance Elements and Specified Tasks for the contract.

3.1 Develop and utilize a tracking system, client record, and a summary report for clients.

Performance Standards

a) STD: Develop a record for each client AQL: 100% accountability

b) STD: Tracking system that generates monthly reports, to include: Who, What, When, Where, Why, and How.

AQL: 95% accuracy Deliverables A3 Summary report Inspection What: Client records summary report How: Contractor report and random inspections Frequency: Monthly Who: COR

3.1.1 The Contractor shall compile and manage daily an intake form, phone log, email correspondence, status reports, customer surveys and a follow up log within each client's record.

Performance Standards

a) STD: Chronologically Organized AQL: 100% of the time

b) STD: Detailed Essential Information with above information fields AQL: 95% accuracy

c) STD: Historical Records accessible to KO and COR for review of documents AQL: 100% of the time Deliverables A3 Summary report A4 Develop and submit client record Inspection What: Intake form, phone log, email correspondence, status reports, customer surveys, and follow up log How: Random Inspection of client records Frequency: Monthly review

3.1.2 The Contractor shall design and maintain Intake forms for clients. Intake forms must contain at minimum the client's name, service affiliation (if dependent, sponsors service affiliation), service dates, service status (guard, reserve, inactive, etc.), location (home of record / currently living), and resource needed. Develop intake form including all above desired information and ensure form is used for every intake Performance Standards

a) STD: Verify / Validate Client Forms

AQL: 100%

b) STD: Accurate AQL: 95% of the time Deliverables A3 Summary Report A4 Develop and submit client record Inspection

What: Intake Forms How: Contractor will compile a report

3.1.3 The Contractor shall document and return phone and emails calls from clients.

Performance Standards

a) STD: Within 24 hours AQL: 95% of the time Deliverables A4 Develop and submit client record Inspection What: Develop and submit client records, customer surveys How: Contract report

3.1.4 The Contractor shall track success of employment placements including longevity of employment and wage progression.

Performance Standards

a) STD: Track success AQL: 100% accuracy Deliverables A4 Develop and submit client record Inspection What: Develop and submit client record How: Random Inspection Frequency: Random

3.1.5 The Contractor shall identify trends and areas of improvement. Generate and maintain a summary report containing information to build a trend analysis of data collected in previous tasks above.

Performance Standards

a) STD: Create customer surveys and distribute one to each client. Tracking system that generates monthly reports, to include: Who, What, When, Where, Why, and How.

AQL: 100% on time submission of monthly summary report Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contract report Frequency: Monthly and random inspections

3.2 The Contractor shall identify client employability status and develop individualized plan to strengthen the individual’s career and employment opportunities.

a) STD: Plan clearly and accurately assesses the importance of identified resources

AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A5 Regional resource report A10 Customer Survey Inspection What: Summary report, develop and submit client record, regional resource report, customer surveys How: Contractor report, and random inspections

3.2.1 The Contractor shall provide face to face assistance with résumé building and if needed, mock interviews for clients.

Performance Standards

a) STD: Identifies and corrects deficiencies AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contractor report and random inspections

3.2.2 The Contractor shall determine job compatibility based on skill set for career path.

a) STD: Plan clearly and accurately assesses the importance of identified resources AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contractor report and random inspections Frequency: Random Who: COR

3.2.3 The Contractor shall maintain and update job listings on weekly basis by city, county, and/or region for employment seekers.

Performance Standards

a) STD: Reports are accurate AQL: 100% of the time Deliverables A6 Regional employment availability listings.

Inspection What: Job listings How: Request job listings by email or in person

Frequency: Random documented surveillance no less than twice per month.

3.3 The Contractor shall identify client educational needs to develop an individualized plan to strengthen the individual’s education and career path.

Performance Standards

a) STD: Plan clearly and accurately assesses the importance of identified resources AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A5 Regional resource report A10 Customer Survey Inspection What: Summary report, develop and submit client record, regional resource report, customer surveys How: Contractor report and random inspections

3.3.1 The Contractor shall maintain and update educational resources point of contacts listing by city, county, and/or region for clients.

Performance Standards

a) STD: Reports are accurate AQL: 90% of the time Deliverables A3 Summary Report A4 Develop and submit client record A5 Regional resource report Inspection What: Summary report, develop and submit client record, regional resource report How: Contractor report and random inspections Frequency: Random documented surveillance no less than twice per month.

Who: COR

3.3.2 The Contractor shall ensure all schools presented to service members and veterans are Department of Defense approved.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Deliverables A7 Regional education resource report Inspection What: DoD approved How: Contractor report

3.3.3 Each regional representative shall report on military educational resources to include but not limited to: GI bill, Tuition assistance, grants, and local resources.

a) STD: Summary report

AQL: 95% accuracy Deliverables A3 Summary Report A5 Regional resource report Inspection What: Regional representative ability to remain current in military educational resources, submit summary report How: Regional visits, contractor report, customer surveys, develop and submit client records

3.4 The Contractor shall provide a staffed Employment and Education Outreach display for up to 12 Outreach Events (Yellow ribbon, Job fairs, etc.) throughout the state. Event locations will be within 100 miles of regional HQ's and the contractor will have 45 days’ notice of events. Material must be produced to reflect resources for the event region.

Performance Standards

a) STD: Task Specified

b) STD: Provide a standard booth or table with materials at the events.

AQL: 100% of the time Deliverables A7 Scheduled events A8 Staffed Employment and Education Outreach Display - During up to 12 events as directed.

Inspection What: staffed displays, materials for each region How: Event attendance by COR or Program Manager Frequency: 30 days prior to event and event day Who: COR and Program Manager

3.4.1 The Contractor shall provide Employment and Education Outreach posters tailored to each region. Estimated 10 posters in each region to post in each facility. Posters will be distributed within 15 days of approval. The Government will not provide art work.

Performance Standards

a) STD: Posters will be approximately 2' x 3' in dimension in color and high gloss.

b) STD: The contractor shall develop the posters and submit the products for approval by the government no later than 30 days after the award of this contract.

c) STD: Posters will be distributed among facilities within 15 days of government approval.

AQL: 100% distribute rate Deliverables A9 Posters Inspection What: Posters How: Contractor provided approved by the government Frequency: Within 30 days of contract award Who: COR and the Oregon National Guard Public Affairs Office

3.4.2 The Contractor shall establish Employment and Education Outreach brochures tailored to each region or a single brochure with combined regional resources. Brochures will be distributed within 15 days of approval. The Government will not provide art work.

Performance Standards

a) STD: Design and develop brochures in color and high gloss.

b) STD: The contractor shall develop the brochures and submit the products for approval by the government no later than 30 days after the award of this contract.

c) STD: Brochures will be distributed among facilities within 15 days of approval.

AQL: 100% distribute rate Deliverables A11 Brochures Inspection What: Brochures How: Contractor provided approved by the government Frequency: Within 30 days of contract award Who: COR and the Oregon National Guard Public Affairs Office

3.5 The Contractor shall provide dedicated representative for each region. One representative minimum per region with duty location within the assigned region based on region map below.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Inspection What: Regional Representative How: Regional visits

3.5.1 The regional representatives will wear a minimum of business casual attire when conducting face to face interactions with clients or working in the community, e.g. slacks, collared, shirt/blouse, dress shoes, etc.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Inspection What: Business casual How: Regional visits

3.5.2 The Contractor shall respond to clients within 1 business day for phone calls, emails, and inquires.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Deliverables A4 Maintain client record Inspection What: Contractor shall respond to clients within 1 business day for phone calls, emails, and inquires How: Contractor report, random inspections, customer survey, develop and submit client records

3.5.3 The Contractor shall coordinate appointments within 2 business days of initial contact. A face to face appointment will be scheduled within two weeks.

Performance Standards

a) STD: Task Specified AQL: 100% of the time

A4 Maintain client record Inspection What: Coordinate appointments within 2 business days of initial contact, face to face appointment will be scheduled within 2 weeks.

How: Contractor report, random inspections, customer survey, develop and submit client records

3.5.4 The Contractor shall conduct a follow up action every 30 days until the case is closed.

Document all attempts. Case is complete when the client no longer request service or fails to respond.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Deliverables A3 Summary report A4 Maintain client record Inspection What: Follow up action every 30 days until customer case is closed How: Contractor report and develop and submit client record

3.5.5 The regional representative will make a minimum of five weekly contacts and perform site visits to Educational agencies, Employers, Military Units, County Veterans Service Officers, State and Federal Employment agencies within their region to network and educate them on the services provided and to obtain clients in need of said services.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Deliverables A3 Summary report of contact info to COR.

Inspection What: Site visits How: Regional visits and contractor reports Frequency: Random documented surveillance no less than twice per month

3.5.6 Each regional representative will attend a different unit drill each month within their region and visit each facility within their region at a minimum of once quarterly.

Performance Standards

a) STD: Compliant with applicable standards AQL: 90% accuracy Deliverables A3 Submit summary report to COR of visits with key points of contact, including contact information and how program was marketed (ex: briefing, table, face to face with Service Members).

Inspection What: Regional representative will attend a different unit drill each month, summary reports How: Regional visits, contractor reports, and random inspections Frequency: Random documented surveillance no less than twice per month

3.5.7 Each regional representative will conduct a face to face visit with the Family Assistance Specialist (FAS) and Airmen and Family Readiness Program Manager (AFRPMs) in their region at a minimum of once every 30 days.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Inspection What: Face to face visits with FAS and AFRPMs How: Regional visits and validating with FAS and AFRPMs

3.5.8 The Contractor shall provide one dedicated Project Manager between the regional representatives and the SMFS office.

Performance Standards

a) STD: Task Specified AQL: 100% of the time Inspection What: Dedicated Project Manager between the regional representatives and the SMFS office How: Contractor will provide current contact information Frequency: Continuous

3.5.8.1 The Project Manager will meet with the SMFS office once every 2 weeks to stay abreast with current information and disseminate new information down to the regional representatives within 2 business days.

Performance Standards

a) STD: Task Specified AQL: 95% of the time Inspection What: Face to face interactions with the SMFS office once every 2 weeks How: Face to face Frequency: Every 2 weeks

3.6 Centralized Reporting and Collaboration Tool

Contractor will provide a standard end of the month report that reflects the number of times each PWS paragraph and paragraph specific sub criteria (see each individual PWS paragraph for these criteria (i.e., branch of service, contact type, service provided) are actioned on a monthly basis. For the safety of Personal Identifiable Information (PII), this information will not be stored and housed via spreadsheet or database in or on any individual Contract Employee computer type device. The Contractor’s choice of centralized collaboration tool will be the sole storage of reportable data and reporting actions.

Contractor’s collaboration tool will have a reporting system that is flexible enough to accommodate and provide reports upon request within a 24 hour time window. Although collected, stored and housed by the Contractor, all data is the property of the Oregon Service Member and Family Program. All data tables are to be turned over to the Oregon Service Member and Family Program upon termination of services or transferred as directed to incoming Contractor.

3.6.1 Centralized Collaboration Tool Performance Requirements Using the reporting and collaboration tool, the Contractor will provide a Contacts Report, Client Report, and Administrative Report to include Clients contacted during the month, their current/previous Branch of Service, if Spouse, Dependent, Retiree, Veteran, Guardsman, Reservist, etc. Contractor will ensure backup data is provided along with the PWS Report.

4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

4.1 Security and Safety

Contractor and all associated sub- contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements. Contractor workforce must comply with all personal identity verification requirements as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

4.1.1 Safety

Contractor Compliance: The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DoDD 4715.1E). These requirements shall be incorporated into the contractor’s safety and health program. The Department of Defense (DoD) participates in the OSHA Voluntary Protection Program (VPP). Contractor personnel performing services on a DoD installation shall participate in the local VPP.

Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the KO, COR, and/or other applicable members within four (4) hours of all mishaps or incidents. The Government person notified by the contractor will in-turn notify the Safety office.

Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post. If requested by the KO, COR, and/or the SMFS Program Manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.

4.1.2 Confidentiality

Maintain strict confidentiality of all information related to Service Members and their Families. Health Insurance Portability and Accountability Act (HIPAA) Privacy Regulations will be strictly followed to ensure confidentiality and right to privacy is maintained.

4.1.3 Personal Information

The Contractor shall protect all Personally Identifiable Information (PII) encountered in the performance of services in accordance with DFARS 224.103 and DoDD 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the Contractor’s violation of the aforementioned policies, the Contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals who’s PII has been compromised.

4.1.4 Identification of Contractor Employees:

Contractor employees will require badges to be worn at all times in the performance of this contract. All Contractor personnel attending meetings, answering Government telephones are required to identify themselves as contract employees to avoid creating an impression they are Government employees. The Contractor shall ensure all documents or reports produced by Contractor personnel are suitably marked as Contractor products or Contractor participation is appropriately disclosed. The Contractor’s status as a “Contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities/ Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “Contractor” displayed. The Contractor shall retrieve all identification media (including vehicle passes) from their employees who depart employment for any reason. All identification media (i.e., badges and vehicles passes) shall be returned to the KO and COR within 14 calendar days of an employee’s departure.

4.1.5 ANTI-TERRORISM TRAINING

Contractor must be able to provide the below training certificates 3 days before the commencement of work is to start on or before September 25th 2018. Certificates must be provided to the COR along with copies sent to the KO.

AT Level I Training. This provision/clause/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 10 calendar days before contract start date. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the KO and COR, within 3 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 3 calendar days of the training event start date (NLT 22 September 2018), with the results reported to the KO and COR before contract commencement.

4.2 Transition Plan

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period. Throughout the phase-in periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

4.3 Government Furnished Materials

The Government will make space available at government facilities to meet with clients, but will not provide a dedicated workstation, computer, or other equipment to include office supplies. The COR will coordinate access to utilize government facilities when necessary. Requests for use of these facilities need to be sent to the COR at least 30 days in advance, he will need sufficient time to reserve the space requested.

4.4 Quality

This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort.

4.4.1 Quality Control

The Contractor shall develop a QCP (Quality Control Plan) and maintain an effective QCP to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The

Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The KO may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the KO. Any modifications to the program during the period of performance shall be provided to the KO for review no later than 10 working days prior to effective date of the change.

The QCP shall be subject to the Governments review and approval. The Government may find the QCP "unacceptable" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

4.4.2 Data Rights

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

This right does not abrogate any other Government rights.

4.4.3 Quality Assurance Surveillance Plan (QASP)

The Government shall monitor the Contractors performance under this contract in accordance with the Governments QASP.

4.5 Contractor Manpower Reporting Application (CMRA):

The Contractor shall report ALL Contractor labor hours (including Sub-Contractor labor hours) required for performance of services provided under this contract for the ORARNG via a secure data collection site. The Contractor shall completely fill in all required data fields using the following web address:

http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at http://www.ecmra.mil

5 Deliverables The contractor shall provide deliverables as described in the PWS. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in CDRLs.

Number Name Frequency A1 4.2 Transition Plan

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period.

Included with bid

A2 Training Verification The Contractor shall notify its employees of the United States Governments zero tolerance of human trafficking policy and non-disclosure of sensitive information. Awareness of the actions that will be taken against employees for violations of this policy.

Employee provide training certificates within 10 days of hire date

A3 Summary Report Monthly NLT 5th The summary report will compile information broken down by each region to include statistic information for developing trend analysis. The summary report will further roll up into a one or two page state summary document.

of the following month

A4 Develop and submit client record Daily The contractor shall maintain client records for historical value and inspections.

A5 Regional resource reports Weekly NLT These regional reports will contain employment and educational resources in the community and contacts per region. Compiled from deliverables A3 and A4.

Friday’s

A6 Regional employment availability listings Weekly NLT The available job listings need to be available at minimum via email and hard copy.

Friday’s

A7 Scheduled events The contractor will attend up to 12 Yellow Ribbon

Events per contract period. The project manager will coordinate with the SMFS Program Manager and the COR on which events have the highest priority if there are over 12 events during the contract period.

A8 Staffed Employment and Education Outreach Display - During up to 12 events as directed.

Contractor will provide a display at a vendor table with brochures and available educational and employment resource tailored to the event region.

A9 Posters Posters will be approximately 2' x 3' in dimension in color and high gloss.

Develop and submit for approval within 30 days of contract award.

Posters will be distributed among facilities within 15 days of government approval.

A10 The Contractor shall create customer surveys 100% of client distribution.

A11 Brochures Brochures will be in color and high gloss.

Minimum size 5" x 7" maximum size 8" x 11".

Develop and submit for approval within 30 days of contract award.

Brochures will be distributed among facilities within 15 days of government approval.

6 Related Documents The following Documents are related to this project

Regional Map

Performance Requirement Summary (PRS) Statements Standards/AQLs Incentive/Remedy

3.1 Develop and utilize a tracking

system, client record, and a summary report for clients.

Performance Standards

a) Develop a record for each client AQL: 100% accountability

b) Tracking system that generates monthly reports, to include: Who, What, When, Where, Why, and How.

AQL: 95% accuracy Deliverables A3 Summary report Inspection What: Client records summary report How: Contractor report and random inspections

3.1.1 The Contractor shall compile

and manage an intake form, phone log, email correspondence, status reports, customer surveys and a follow up log within each client's record.

Performance Standards

a) Chronologically Organized AQL: 100% of the time

b) Detailed Essential Information with above information fields AQL: 95% accuracy

c) Historical Records accessible to KO and COR for review of documents AQL: 100% of the time Deliverables A3 Summary report A4 Develop and submit client record Inspection What: Intake form, phone log, email correspondence, status reports, customer surveys, and follow up log How: Random Inspection of client records Frequency: Monthly review

3.1.2 The Contractor shall design

and maintain Intake forms for clients. Intake forms must contain at minimum the client's name, service affiliation (if dependent, sponsors service affiliation), service dates, service status (guard, reserve, inactive, etc.), location (home of record / currently living), and resource needed.

Performance Standards

a) Verify / Validate Client Forms

AQL: 100%

b) Accurate AQL: 95% of the time Deliverables A3 Summary Report A4 Develop and submit client record Inspection What: Intake Forms How: Contractor will compile a report

3.1.3 The Contractor shall

document and return phone and emails calls from clients.

Performance Standards

a) Within 24 hours AQL: 95% of the time

A4 Develop and submit client record

Inspection What: Develop and submit client records, customer surveys How: Contract report

3.1.4 The Contractor shall track

success of employment placements including longevity of employment and wage progression.

Performance Standards a)Track success AQL: 95% accuracy Deliverables A4 Develop and submit client record Inspection What: Develop and submit client record How: Random Inspection

3.1.5 The Contractor shall

identify trends and areas of improvement. Generate and maintain a summary report containing information to build a trend analysis of data collected in previous tasks above.

Performance Standards

a) Create customer surveys and distribute one to each client. Tracking system that generates monthly reports, to include: Who, What, When, Where, Why, and How.

AQL: 100% distribute rate Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contract report Frequency: Monthly/Random

3.2 The Contractor shall identify

client employability status and develop individualized plan to strengthen the individual’s career and employment opportunities.

Performance Standards

a) Plan clearly and accurately assesses the importance of identified resources AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A5 Regional resource report A10 Customer Survey Inspection What: Summary report, develop and submit client record, regional resource report, customer surveys How: Contractor report, and random inspections

3.2.1 The Contractor shall provide

face to face assistance with résumé building and if needed, mock interviews for clients.

Performance Standards

a) Identifies and corrects deficiencies AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contractor report and random inspections

3.2.2 The Contractor shall

determine job compatibility based on skill set for career path.

Performance Standards

a) Plan clearly and accurately assesses the importance of identified resources AQL: 90% customer satisfaction based on completed customer surveys, client record and summary report Deliverables A3 Summary report A4 Develop and submit client record A10 Customer Survey Inspection What: Summary report, develop and submit client record, customer surveys How: Contractor report and random inspections

3.2.3 The…